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Information Technology in GovernmentAn Action Plan for Bangladesh

Sustainable Human Development UnitPlanning Commission

Government of Bangladesh

Addresses for correspondence: House-7/5, Block-B, Lalmatia, Dhaka, BangladeshPhone: +880-2-9127813 Fax: +880-2-9127138 Email: [email protected]

mailto:[email protected]

Content

INTRODUCTION.....................................................................................................1DEFINITION AND PURVIEW OF E-GOVERNMENT...........................................................1IT AND GOVERNMENT OF BANGLADESH.....................................................................6CURRENT STATUS OF IT IN BANGLADESH..................................................................7ELEMENTS OF E-GOVERNMENT: BANGLADESH CASE..................................................12ASSESSMENT OF CURRENT STATE OF E-GOVERNMENT...............................................17ACTION PLAN FOR A WORKABLE E-GOVERNMENT.....................................................19Role of Bangladesh Computer Council (BCC).................................................22

List of Table

Table 1: Telecommunication Status in Bangladesh as on December 1999..................8Table 2: International Telecommunication Facilities....................................................9Table 3: Current manpower status of Bangladesh Computer Council........................23Table 4: Required manpower in Bangladesh Computer Council.................................24

Lists of Box

Box 1: Enablers of E-Government................................................................................5Box 2: Current Initiatives for E-Government................................................................6Box 3: Action Agenda for Desirable IT Infrastructure.................................................11Box 4: Tentative List of Issues to be Posted in a Web Site.........................................14Box 5: Data Security System and Cyber Laws Proposed in Indian E-Government Policy

............................................................................................................................17Box 6: Proposed Questionnaire Format for Review of Current Status........................18Box 7: Proposed Five-Year Action Matrix for a Workable E-government.....................20

E-Government: Bangladesh Action Plan 3

Glossary of Terms

ADP Annual Development ProgramBICIT Bangladesh Institute of Communication and Information TechnologyBTTB Bangladesh Telegraph and Telephone BoardECNEC Executive Committee of National Economic CouncilERD External Relations DivisionGoB Government of BangladeshHQ Head QuarterIMED Implementation Monitoring and Evaluation DivisionHRD Human Resource DevelopmentISP Internet Service ProviderIT Information TechnologyLAN Local Area NetworkLGED Local Government and Engineering DepartmentMoE Ministry of EstablishmentMoPT Ministry of Post and TelecommunicationNDB National Data BankNEC National Economic CouncilNGO Non-Government OrganizationPM Prime MinisterSHDU Sustainable Human Development UnitSTP Software Technology ParksTAPP Technical Assistance Project ProformaT & T Telegraph and TelephoneUHF Ultra High FrequencyVHF Very High FrequencyVSAT Very Small Aperture TerminalWAN Wide Area Network



Acknowledgement

This paper is a product of joint team effort by various individuals drawn from various ministries and units of the government. The contributions of the following individuals are greatly acknowledged: (a) Abdul Hamid Chowdhury, Senior Policy Adviser, Sustainable human Development Unit (SHDU), Planning Commission; and former secretary to the government of Bangladesh; (b) Md. Ansar-ul-Hoque, Joint Chief (PAMSTECH), Socio-Economic and Infrastructure Division, Planning Commission, and National Project Director (SHDU); (c) S.A.S.M. Taifur, Joint Chief, ECNEC, Planning Commission (d) Md. Quddus Khan, Deputy Secretary, Ministry of Establishment; (e) Elias Ahmed, Deputy Secretary, Ministry of Establishment; and (f) Tareque M. Barkatullah, Operations Manager, Bangladesh Computer Council.



Information Technology in GovernmentAn Action Plan for Bangladesh

Introduction

In the history of civilisation, perhaps no work of science has so comprehensive impact on the course of human development as Information Technology (IT). It is regarded as one of the greatest change agents of the century. In fact, it is breaking old barriers and building new inter-connections in the emerging global village.

In most countries, the Government is the largest user of computers and related technology with the objective of enhancing public service delivery through Information Technology. Encouraging the diffusion of IT within public sector services is fundamental to supporting the social and developmental goals of the country. The application of IT within the public administration can improve efficiency, reduce wastage of resources, enhance planning and raise the quality of services. Therefore, Governments should implement large-scale computer systems to assist in managing large volumes of transactions that occur in the public service each day. The experiences of most public sector organizations in implementing information technology-based solutions have demonstrated the need for extensive and prescient managerial, technical and operational IS/IT capabilities.

However, the focus of most computing in public sector has been on supporting traditional administrative and functional transactions rather than that of effective delivery of service to the public. Many continue to apply information technology in traditional ways oblivious to the possibilities offered by the new developments. New opportunities for improving the operations of public sector entities and for delivering government services through electronic means must be taken. Governments should explore as how to make effective and sustainable use of information technology to enhance both the operations of government entities and the delivery of services provide to the public.

Definition and Purview of E-Government

Definition

Like many features of the information age, e-government has proved somewhat difficult to define in a completely satisfactory way. According to the World Bank E-government refers to the use by government agencies of information technologies that have the ability to transform relations with citizens, businesses, and other arms of government. These technologies can serve following of different ends:

Better delivery of government services to citizens,


Improved interactions with businesses and industry, Empowering citizen through access to information or more efficient government

management, Increased transparency and greater convenience, Reduce corruptions, and costs.

Interaction between a citizen or business and a government agency traditionally takes place in a government office. With the emergence IT and E-Government, it is possible to re-locate service centres from government office to locations closer to the clients such as cyber cafe or the use of personal computer in the home or office.

Analogous to e-commerce, which allows businesses to transact with each other more efficiently and brings customers closer to businesses, E-Government aims to make the interaction between government and citizens (G2C), government and business enterprises (G2B), and inter-agency relationships (G2G) more friendly, convenient, transparent, and inexpensive.

It is relevant to note that E-government is not just another way of doing existing activities; it is a transformation on a scale that will fundamentally alter the way public services are delivered. It does not have a time-line; rather it is evolutionary. The relationship is no longer just a one-way, us (Government) versus them (citizens) proposition; rather it is about building a partnership between governments and their citizens.

Purview

There are various elements of E-government, some of which are discussed below beifly:

Electronic governance: the link up of government, citizens, business communities, NGOs, and communities. In other words, a comprehensive network of all stakeholders involved in governance.

Electronic service delivery: the securing and provisioning of government services by electronic means. For example, buying government services on-line, paying taxes, purchasing licenses, etc.

Knowledge societies: the idea that a society can gain competitive advantage internationally through using IT in a creative and productive way. This again reinforces the linkage element across government, business, NGOs, and individuals.

E-commerce: frequently used and a subject in itself, e-commerce refers to firms that buy and sell electronically, i.e. instead of going to a physical marketplace, a consumer can trade from a virtual one.


E-government implies a mixture of all of these elements, and implies a broad approach based on the development of relationships across all groups in society and a belief that these relationships can be enriched or enhanced by the use of IT.

Key Driving Forces

Various factors may contribute favourably for organisational improvement government operations through the use IT solutions. However, Ferguson (2000) identified following four key factors:

1. Rising consumer expectations2. Globalisation3. Technological change4. Reform or re-invention of government

Rising education and skill levels, better media and information available to citizens, increased citizen's expectations and an increased awareness of citizenship have all led to demands for more responsive, flexible and effective government. The advent of IT in terms of providing information around the clock has meant that many governments can now provide access to electronic documents twenty-four hours a day1.

Globalistion has created a pressure on governments and other organisations, both in developed and developing countries, to introduce IT as a means of increasing capability.

The technology itself has also been a driver. Historically, many IT-based projects were driven by the IT itself rather than a desire for meaningful change. The earlier notion was changed during the 1990s and now the idea/desire to change tends to come first, then IT is adopted to implement that change.

Last but by no means least, there have been pressures on governments to reform their present practices for enhancing efficiency, accountability, transparency, resource management and reducing wastages of public money. E-government can address these issues to a significant extent.

Stages of E-Government

The development of e-government involves three-stage process: (a) automation, (b) informatisation and (c) transformation. All of these are of closely linked activities, and are best viewed as an overall framework consisting of three stages of implementation.

1 In the UK, one no longer need to stand in a queue for most forms such as driving licenses - you just need access to a computer and a printer.


Automation comprises the “first wave” changes that automate the basic operations of government such as computerizing day-to-day routine tasks such as calculating the payroll, or maintaining a financial accounting system. This is achieved through publishing information, interacting (usually through e-mail or Networking) and transacting, where payment can be made for goods and services. Primary concerned of this stage is to increase efficiency and reducing costs. Informatisation moves the focus away form internal processes and on the external relationships. These “second wave” reforms concentrate on using IT knowledge generators and managing knowledge as a resource. Within the public sector this implies managing collective knowledge across organization boundaries between agencies and departments. Typically, this implies a flattening of organisational hierarchies, working across boundaries and moving decisions closer to information flows. It implies organisational as well as technological decentralization with a centralized control system.

The third stage or “third wave” is transformation, where re-engineering processes and services is the key factor. In short, this stage takes into account the previous two developments (i.e. first and second waves) and acts to further engagement of citizens in reforming government processes. “Doing new things and doing them differently” becomes the motto of the transformed government. It is at this stage that government begins to take on the characteristics of learning organisations, developing feedback loops and removing the boundaries between citizens and civil servants. Transformation is an elusive concept and involves restructuring government in the light of interaction with citizens and the use of IT. In addition, this involves the recognition of new skills and new ways of working.

Barriers

There are several barriers for which many governments around the world have not been quick to adapt wholesale e-government. Some of the specific barriers are: social and cultural; institutional and political; funding and infrastructure; and technology.

Social and cultural factors are frequently cited as barriers to e-government and this is a critical area. Gender, poverty, class, age and social exclusion can all be direct barriers to using computers in developing dialogue with government using IT. The main problem, however, is undoubtedly one of attitude. Many people are nervous of computers.

Institutional capability and political will are also major constraints to E-government. Fear of losing power and sensitive information may force the institutions (including political) to refrain from adapting wholesale E-government.

Funding, particularly in relation to infrastructure, is a major problem with many IT projects. E-government is only likely to work where there is sufficient infrastructure already in place to facilitate networking and transfer of digital information.


Lastly, there are a group of important issues surrounding the technology itself. The development of IT technology is extremely rapid and is constantly changing leading to the common problem of obsolescence. At the same time, tendencies are to buy the latest technology regardless of verifying its necessity. These two issues need very careful balance in deciding upon installation appropriate technology for public offices. Speed of processing is essential for connection (as well as for inclusion), but complex software is not desirable (complexity will lead to exclusion of potential clients).

Enablers

It is encouraging to note that there are several active elements present in society which help overcome the potential barriers discussed above. A brief introductory list of enablers is provided below (Box 1).

Box 1: Enablers of E-GovernmentEnabler Features

Leadership

In particular, vision and strategy of E-government will only be successful if different agencies are integrated into the same, agreed strategy, and it is critical that leaders provide an example of using the technology.

PartnershipA “collective leadership” is important in getting departments and individuals to “buy into” the idea of E-government.

Investment Funding for infrastructure, but also for innovation and new development and uses of IT.

LegislationAuthentication of signatures, validation of electronic contracts, safety and insurance on on-line payments, copyright and privacy are all critical elements of E-government.

Standards This is essential in the shift from automation to transformation, i.e. moving from internal activities to external processes. Information can only be shared on compatible systems.

Feasibility

Given the co-existence of several factors required to achieve the E-government, a legitimate question may arise: Is it then an impossible target?

Perhaps in its entirety, but it certainly provides something to aim at and several governments are currently devising strategies aimed at developing transformed governments. The most common form of E-government, however, remains automation and the computerisation of internal management processes. The pattern usually begins with government-to-government services (G2G), and then moves on to government to business (G2B) and then, finally to government to citizen (G2C). As expected, government to citizen developments involves considerable political will.


IT and Government of Bangladesh

Government of Bangladesh has declared it (IT) as a thrust sector. It is a fact that in Bangladesh that the government is moving relatively slow compared to the private sector. Transparency and accountability of public sector services are yet to achieve the desired standard. It is argued that IT is expected to quickening of the process of establishing the desired norms of good governance through quick storage, collection, supply, exchange, assimilation and use of date, information etc. necessary to achieve the purpose.

It is, however, encouraging to note that Ministry of Establishment (MoE) has already undertaken some initiatives through three different projects for establishing IT communications across various levels of GoB administration (see Box 2).

Box 2: Current Initiatives for E-Government

A proposal was placed to undertake a project under ADP to establish Bangladesh Institute of Communication and Information Technology (BICIT) to cater for the IT needs. However, it is reported that the last government rejected the proposal.

At present President's Secretariat, PM's Office, all Ministries/ Divisions and almost all departments/ Corporations under them have computers and fax. Some Divisional and District level offices (Div. Com, DC, SP.) also have computer and fax facilities. Computer is also available in some Upazila level Offices (e. g. UNO office) at local initiative.

E-Mail Project with cost amounting to Tk. 6.1970 crore is under implementation in the Ministry of Establishment (MoE) to connect all Ministries/ Divisions, Divisional Commissioners & D. C. Offices.

Another project, Separate Wireless Communication Project (costing Tk. 8.40 crore) is also under implementation by the same Ministry (i. e. MoE) to connect District HQs with Upazila HQs.

The scope of government activity across countries may vary widely. In the context of the activities of the Government of Bangladesh the applications of IT can be divided into the following 3 (three) categories.

1. Mechanical System

a. Office Automation Systems: Government offices.b. High volume transaction systems: Bank, Insurance, Revenue collection.c. Public Utility services: Power, Telephone, Water/Sewer, Gas Transport,

Postal, Passport/Immigration Registration, and Licenses.


2. Management Systems

a. Statistical Analytical Systems: Planning and Research.b. Information Resource Management: Data Resource Centre.c. Monitoring Systems: IMED.d. Computer models for planning decisions: Planning Commission.

3. Public Systems

a. Public participation systems: LGED.b. Sectoral applications in agriculture, environment, education, family planning,

health care, mining.

The extent of electronising the government activities must be designed and planned in a manner that is inconformity with over all development of the country in general and the extent of development the country’s IT sector in particular. Considering this constraint, this paper tries to sketch out a possible action plan for making the government into an E-government.

Current Status of IT in Bangladesh

The expansion of IT usage in all walks of life including government depends critically on the extent and quality of IT resources and It infrastructure. This section discusses the current status of IT in Bangladesh and an action agenda for a desirable IT infrastructure.

IT Resources

IT Organizations by Main Fields

The total of IT organizations in 1999 were 1836. They were involved in various IT fields. The distribution according to types of activities are shown below:

IT Fields Number of Firms Percentage

Human Resource development (Training) 1025 41.3Users (Govt. Offices, Banks, NGOs, and Private)

654 26.3

Others 375 15.2Hardware/Software Marketing 272 10.1Data Processing Service 154 6.2Total 1836 100.00


It is found that highest concentration was in HRD (41%), followed by users (26%). IT organizations involved in marketing (10%) and data processing (6%) are relatively small compared to HRD.

IT Organizations by Functions

It is reported that almost 50 percent of the people working in IT industry are involved as computer operators numbering to 9154. On the other hand, proportion of people engaged different technical functions are small. The proportions for System Analyst, Data Base Expert, Network Expert, Programmer and Hardware Engineer were respectively 2.6 percent, 4.6 percent, 4.6 percent, 6.5 percent and 5.2 percent.

Hardware and Software

According to the survey the total number of IT Hardware was 78,658. Total numbers of Licensed Software were 122713. The annual growth of PC marketing was found to be 33 percent. Dhaka Division has the highest concentration (73%), followed by Chittagong (11%), Rajshahi (8%), Khulna (4%), Sylhet (3%) and Barisal (1.3%).

Computing Facilities

At present, the computing facilities available in Bangladesh are reasonably strong. The computing facilities include mainframe, mini and microcomputers. Besides, mid-range computers like AS/400 are also being used by many organizations, predominantly by financial institutions. Recently fast computing facility using supercomputer has been introduced in the country. This facility has the scope for weather forecasting and mathematical modeling. Corporate industries and most large business organizations have introduced Local Area Network (LAN) in early 1990s. Banks and financial institutions have also been using LAN. Many of these have already introduced Wide Area Network (WAN) to facilitate on line transactions.

Telecom Infrastructure

The telecommunication profile is presented below Table 1.

Table 1: Telecommunication Status in Bangladesh as on December 1999

(Numbers unless other wise specified)Items StatusNumber of Telephones 1183000 BTTB 580000Private Operators 603000

NWD Circuits 21930International Trunk Exchange 3Total International Circuits 3936Number of Cellular Telephone 98500Paging & Radio Trunking Subscribers 7000


Items StatusTelex Subscribers 1600Public Call Office 630Card Phones 1381 Packet Switch Subscribers 60VSAT 128 (ISP=116)Satellite Earth Station 4Registered Pending Demand 172096Density of Telephone (in %) 0.5Switching 61%Transmission 75%International Voice Circuits 2107

Telephone Status

Bangladesh T & T Board had 580000-telephone line in whole Bangladesh. 61 percent of them were Digital2. BTTB is being converting all of its Analogue Exchange into Digital Exchanges by the year 2002.

Transmission System in Bangladesh

Bangladesh is a revering country and BTTB's long route transmission systems are mainly composed of Microwave, UHF & VHF radio links. All Thana headquarters (the smallest administrative units) are connected with their respective Districts through UHF links. Most of such links are digital radio system. Some of the Districts headquarters are connected through digital UHF links.

Among the private operators, BRTA have established a microwave link between Dhaka and Sylhet. Grameen Phone tries to cover areas having Railway trank. Grameen phone is also establishing a 140 Mbps Microwave link Khulna and Ctg. Via Barisal.

International Telecommunication Facilities

BTTB’s overseas routes are mostly dependent on the following 4 Satellite earth stations working with INTELSAT Satellites in IOR.

Table 2: International Telecommunication FacilitiesEarth Station Standard Carrier Location of Satellite

1 2 3 4

Betbunia (1975) A FDM/FM and IDR 60 E - IOR

Talibabad B SCPC and IDR 60 E - IOR

Mohakhali (1994) A IDR 60 E - IOR2 The telecom sector has been liberalized for private investment in early 90s. Since early 1990s, private operators offer cellular, mobile & paging services. There are three private operators who provide fixed telephone in the rural areas. With some deregulations in the last few years, the telecom sector has seen some improvements.


Sylhet F 3 IDR 63 E - IOR

Besides, these satellite links there is an overseas terrestrial microwave (analogue) route with India having 60 channels capacity to work between Dhaka and Kolkata.

Internet Service

The on-line Internet was first introduced in 1996 by private sector using 64 Kbps VSAT. The Government in a decision curtailed the monopoly in VSAT of the state owned BTTB in February 2000. The salient features of this deregulation were (i) no limit of bandwidth, (ii) monthly surcharge to BTTB is replaced by annual license fee of US$3,500 (iii) widening the choice of VSAT vendors by withdrawing previously short-listed vendors selected by BTTB for selling satellite bandwidth3.

Since then, Internet has grown at a fast rate and the number of ISPs has grown to 112 with individual bandwidth ranging from 64 kbps to 2 Mbps. There are now 116 licensed ISPs is Bangladesh with about 1,50,000 users. The Internet has also grown in other divisional headquarters other than the capital city. Chittagong and Sylhet have 3 VSATs each, while Rajshahi and Khulna have two VSATs each. [Source: Sr.Asst.Secretary, Section-5, MOPT]

A Desirable IT Infrastructure: An Action Agenda

The information infrastructure, which includes all networks, broadband, communication and broadcasting infrastructure, is the backbone of the modern information age. It is a necessary pre-requisite to reap all the benefits of the information age including the potential benefits of E-government. Following actions need to be undertaken to achieve a desirable IT infrastructure4.

3 During the visit of the US President to Bangladesh in March 2000, the Ministry of Post and Telecommunication signed an agreement with Tyco Submarine Systems, USA to connect Bangladesh to the Information Superhighway through submarine cable. BTTB has initiated a project to lay country wide optical fibre link to connect all the 64 districts of Bangladesh. Till now the links of 8 districts has been completed. The work is scheduled to be completed by the year 2003. Bangladesh Railway has an optical fibre link for signaling (installed by GEC under British grant). This link has been taken by Grameen Telecom under a lease agreement to provide nation wide dialing facility for its cellular subscribers.

4 This section is based on the recommendation of the IT policy of Bangladesh prepared by Bangladesh Computer Council.


Box 3: Action Agenda for Desirable IT Infrastructure

1. Pre-requisite: Bangladesh is not being able to enter into the large world market of Software and Data Entry services due to lack of skilled manpower and infrastructure facilities. In order to enter into the global highway of data communication and into the global IT market, we need to build nationwide satellite coverage for both broadcasting and communications and a national internet backbone which should ensure universal public access through public institutions such as libraries, schools and community centers.

Recommended Action: Private provision and competition is the only way to generate the high investment required and adequately assess the best technological solutions. The role of the Government should be to create regulatory environment that facilitates the rapid growth of all networks, promoting interoperability, data security and protection of intellectual property rights.

2. Pre-requisite: Bangladesh needs to have a telecommunication policy for rapid growth of IT infrastructure and IT equipment industry in the right direction.

Recommended Action: Development of local technological capabilities gained through a local IT industry, preferably with state support, should be emphasized and growth rate in IT spending of minimum 25% per annum must be targeted. Local private firms possibly in association with foreign firms should conduct the service component of the IT industry.

3. Pre-requisite: Although, we are now connected with INTERNET through a number of ISPs, there should be a national INTERNET exchange for providing service of the Internet gateway and ensure all ISP activities under country domain (.bd).

Recommended Action: Establishment of INTERNET Exchange by BTTB for providing national Internet gateway and act as interface to local ISPs for local mail exchange. This will ensure restrictions on data traffic of pornographic, subversive and matters prejudicial to state principles via Internet.

4. Pre-requisite: The whole of Bangladesh should be brought under the telecommunication networks at the shortest possible time and all existing telecommunication channels using analog switching should be converted to digital systems by the Bangladesh Telephone and Telegraph Board (BTTB) and whole of Bangladesh should be brought under PSTN by the shortest possible time. In particular, telecom facilities should be extended to rural and remote regions based on usage patterns, perception of service quality and perception of fairness of charges.

Recommended Action: Private participation in telecom sector should be allowed and deregulated as much as possible in phases. The private provision of radio, paging and cellular phone should be a first step in involving the private sector in infrastructure provision.

5. Pre-requisite: Bangladesh entered into fibre optic based communication in 1989 through installation of fibre optic cables for signaling in the Bangladesh Railway, which was first of its kind in South Asia. The national data communication network must provide high-speed channels to all district head quarters for data file transmission by point-to-point or multi-point linking, on line data transmission to decentralized databases, linking Local Area Network to create a wide area network, organizing e-mail networks and all kinds of information transmission such as voice, fax, data, image and text etc.


Recommended Action: This high-speed fibre optics communication channel should be used for setting up a National Data Communication Network for nationwide transmission of data. This will provide the infrastructure, service for all demands of data communication of the society.

5. Pre-requisite: Opportunities to undertake IT related research are small due to lack of proper research and technical facilities and capabilities. Following actions may be undertaken to improve the existing situation.

Recommended Action: IT industrial areas in relatively high technology zone of the country may be established through foreign technology transfers with the cooperation of foreign experts and expatriate Bangladeshis. Software Technology Parks (STPs) with satellite data communication facilities should be established and software development/export companies should be encouraged to set up offices in those parks at preferential terms.

Recommended Action: Under BANSDOC, a certain depository for collection and dissemination of IT information and research findings should be developed. This should be done under a network, connecting all Universities, Libraries and research organizations to this central depository which in turn should be connected to the internet.

Elements of E-Government: Bangladesh Case

The goal of Bangladesh E-Government would be to promote comprehensive and decentralized application of IT instruments in all government agencies for enhancing efficiency, accountability, and transparency in functions and service provision and assimilation and dissemination of public information.

In order to achieve above goals as well as considering the wide IT applications in government activities it is envisaged, irrespective of the categories, that the following activities of the government may be brought under the purview of E-government. All the activities proposed here fall under the three waves5 mentioned earlier and are expected to be implemented within a five-year planning horizon.

1. Getting Connected and Be On-line

One of the major aims of the E-government is to fasten the decision making process through effective networking between officers within a ministry and outside of the ministry. Communication with each individual officers of a Ministry through Local Area Network (LAN) will expedite the decision making process. Otherwise a Separate Email/Internet services for each Computer user may be provided which is expensive. In the absence of these two options, a dedicated connection from any Internet service providers may be used which may ultimately be distributed to all Account holders or PC

5 First waves is automation, second waves is informatisation and third waves is transformation.


users of that Ministry- this may not be as efficient as of the first two options because of the traffic jam.

If LAN6 is available, very efficient programs like LOTUS NOTES (a popular software for developing intranet and e-governance applications) may be used for transferring files, database, using Emails / internets and many more. Some of the main features of the LOTUS Notes are provided below:

Communicating with mail Addressing Mail/Files with rules of delivery Special features with note Memo Word processor with notes Mail Monitoring projects Automatic reminder system of future activities Calendaring/Scheduling Database Function Phone Message Working when you are away from the office through Dial up communication.

2. Web site

Each ministry is required have their own Web site. The site may provide detailed profiles of each ministry7. The development of web site will help the business community and the citizens to get and down-load required information without traveling to the ministry or agencies of the government. It is expected that each ministry should assist (e.g. assuming that either Bangladesh Computer Council or other private vendor will developed the web site of the ministry) design of the site for optimum use of the information in an accessible manner. A web site may include the following elements:

6 It may be mentioned here that the National Data Bank (NDB) project has already established LAN in the BSS, Planning commission (the cable in the Planning Commission is not energized yet) including ERD and the Prime Ministers office. If this system can be extended in the Bangladesh secretariat and the cable line is energized then the proposed E-Government may work with relative ease. Sustainable Human Development (SHD) unit of the Planning Commission has also created data base, projection system on growth, inflation, financing, poverty, literacy and basic health indicators using sophisticated computerized simulation system. The SISP project has also created data base on ADP, Poverty related information, District wise information, gender information etc while RIBEC project has created data base on Revenue budget. All these information can be linked up through the NDB’s fiber optics cable and can be shared by the concerned officers with a least cost.

7 For an instance, Planning Commission/Divisions prepare Five Year Plan, Annual Development Program, Port Folio Of Aid Worthy Projects, PP Format, TAPP Format, PCP Format, ADP/RADP Format, Project briefs, Procedures for processing of investment/Self Finance/TA projects, Monitoring of NEC /ECNEC Decisions, Approval status of Projects, Current Economic situation of the Country, etc. can be given in the web site for sharing information with concerned officials).


Box 4: Tentative List of Issues to be Posted in a Web Site

Tentative List of Issues to be Posted in a Web Site8

Fully Accessible Items to All Agents [e.g. Government (G), Business (B) and Citizens (C)]

1. Functions of the ministries 2. Organogram of the ministries and level of decentralization3. Availability of services at central and decentralized locations4. Tariff values for using services (where applicable)5. Instruction/manual to avail services effectively and with least cost6. All Policies of the GOB7. All manuals/ instructions8. Various Circulars issued from the GOB/Ministry9. Forms10. Monthly physical & financial progress of development projects11. Aid Memoir12. Loan Agreement13. List of Books in the library14. Advertisements for Appointments15. Advertisement for tenders16. Transfer & postings17. Newsletters

Limited Accessible Items [e.g. Government (G)]

18. Decision of the important meetings (subject to secrecy of the decisions) etc.19. Decision of the monthly coordination Meetings20. List of Officer's of the Ministry along with their CVs21. Daily Attendance of Officer's and Staff under individual controlling officer22. Daily Program of individual officer in the Web site Notice Board 23. Meeting Notices

3. Centralized File Service

File movements and record maintenance may be brought under the “centralized file service (CFS)” such that a file on any subject can be opened at any point in between the Assistant Secretary and the Secretary of a Ministry and then can be sent to the higher authorities for a decision through Local Area Network (LAN) or by email (through Modem)9. On receipt of the final decision, the file can be stored in the Server dedicated for that Ministry.

Upon receiving documents, letters, papers etc., they will be scanned and converted into an electronic form for storage in the relevant file folder. The administrative officer will initiate the noting on “files”. The file will then move in electronic forms across all stages

8 This is a tentative web items for a ministry. More items will be included upon receipts their feed back. The web site for financial intuitions will be different.9 It is assumed that these basic services will be established.


of decision-making process. It is expected that this process will quicken the decision making process, enhance the capacity to trace the location and status of any file.

4. Development of National Data Resource Centre Network

It is necessary to establish a network of management information systems of different ministries, sectors and localities in accordance with a unified programme. All Government ministries, important departments and all district headquarters must be networked to the National Data Resource Centre in shortest possible time. The National Data Resource Centre will be a system of national databases having enough capacity to store and supply rapidly all necessary information on the economic, cultural and social situation of our country, as well as to provide other relevant information such on education, health, agriculture, industry, natural resources and data based on geographical remote-sensing, environment and ecology, for state bodies having the responsibility to make decisions. These information systems- after processing, integration and treatment shall provide the Government and different state management agencies with the set up of plans and projects of national development, supplying services of information to all activities of production, business, economic and cultural research.

5. Data Base Creation/Conversion

Creation of data base of each ministry will be expensive endeavour both with respective to time and cost. Full computerization of all data may be a feasible option within the proposed five-planning framework for Electronic Government. Under this circumstance, a significant portion of data may be converted into machine-readable form. Depending on time, usefulness and resources, the remaining data set may be computerized later. The ministry is in a better position to prioritize the data set to be computerized in the first-phase of E-Government. The data set will be converted according the “format” specified in “National Data Resource Centre” and will be supplied to the center as well.

6. Training

Extensive will be designed and imparted to officials of various ministries, divisions and departments. The training will be developed in light of the capabilities of the existing manpower to minimize time and resources. However, broadly the training programme will concentrate on following aspects:

Operating System and Other Basics Operating with Network Optimum usage of Web site Effective use of centralized file service

In order to encourage the diffusion of IT in government activities, IT knowledge and utilization may be included in the Annual Confidential Report (ACR). Moreover,


government may decide to make IT literacy as one of the requirement for all future Government employment10.

7. Legal Issues

The importance of information protection and guarantee of reliability and security is an important issue. The lack of intellectual property protection, data security and interoperability will negatively impact on the both the use of IT and the incentive to introduce IT products into the public domain. Data security and interoperability should be ensured through actions such as setting of encryption standards and international agreements on interoperability. Computer Crimes such as software piracy, unauthorized use/copying of software, computer fraud, hacking and damage to programs and data and introducing/spreading computer viruses should be covered by appropriate penal codes. Therefore, all activities under E-Government must appropriately be protected by adequate penal codes.

It is proposed that a “Steering Group” may be formed to examine the legislative issues relating to introducing IT in Government. Ministry of Law, Justice and Parliamentary Affairs should frame legislation based on the recommendation of the Steering Group. However, action on the following areas11 should be considered on a priority basis for introducing IT in Government.

a. Abolition of existing laws that may hinder the implementation of IT programmes. b. Electronic government Act.c. Computer crimes Act.d. Protection of privacy, security and confidentiality.e. Multimedia Convergence Act.f. Digital Signature Act: Laws should be enacted and/or amended to recognize digital

IDs, signature certificates and electronic authentication and verification.g. Admissibility of copies of electronic records in an administrative or Court

proceedings. h. Cyber Act.

Ensuring proper security of government information will be one of the most sensitive aspects of E-Government. Therefore, necessary must be ensured before the dissemination of government data. Considering the importance of the security aspect, Indian E-Government policy has proposed an action agenda for data security system (see Box-5). Some of these may also be applicable for Bangladesh.

10 The above two conditions are also incorporated in the E-Government Plan of Pakistan and India (see Boxes).11 Obtained from Pakistan IT Commission Report 2000.


Box 5: Data Security System and Cyber Laws Proposed in Indian E-Government Policy National Computerized Record Security Document shall be prepared for enforcing security

requirements. An information security agency shall be set up at the national level to play the role of cyber

Cop. A National Policy on Information Security, Privacy and data protection Act computerized

data handling shall be formed. Cyber information shall be addressed within the legal framework. The Defense establishment shall suitably transfer the cryptology and cyber security

knowledge and experience to the civilian security agencies to increase information security. After two months record shall be kept only in the Electronic/Magnetic/Optical media in

place of proper form. The Indian Telegraph Act of 1885, The Indian Post Office Act of 1888 and the Indian

Telegraph Act of 19993 shall be suitably modified to meet the need of IT. The draft set of cyber laws to be approved by the Government. The respective Ministries/Departments shall issue all necessary instructions, notifications &

amendments to laws.

8. Budgetary Provision

Adequate budgetary provision should be ensured to implement the above-mentioned tasks envisaged under the E-government. The funds may be channeled through a project to be implemented under aegis of Bangladesh Computer Council. Along with assisting different ministries/departments to implement above-mentioned tasks, BCC should also aim at strengthening its serviceable capabilities in the areas of Hardware, Software and Training. They should be able to work as a central depository of resources such that BCC can efficiently solve all kinds of trouble shooting problems of the various agencies of the government. The benefit of creating this capacity within BCC is that ministries do not required employment IT professionals since these services would be provided by BCC as and when required (please see Appendix for BCC’s proposal for its expansion and strengthening).

Assessment of Current State of E-Government

Before embarking on to prepare a detailed action matrix for implementing effective E-government it is important to review and assess the current state of E-government by each of the restive ministries of the government. The review would assist to implementing agency to work out an effective action agenda in a least cost fashion. The idea is to use and expand (wherever possible) existing capacities (i.e. Hardware, software and manpower) for effective implementation of E-government. We therefore suggest that a questionnaire may be sent to each ministry to collect information on four aspects such as: (a) Hardware; (b) Software; (c) manpower; and (d) medium term plan aims.


Box 6: Proposed Questionnaire Format for Review of Current Status

CURRENT STATUSHardware:

(a) Number of computers (along with general configurations).(b) Number of printers(c) Number of scanners(d) Number of UPS(e) Number of servers(f) Number of CD multimedia(g) Number of Modems(h) Number of CD writers(i) Networking facilities.

Software:(a) Operating system(b) Programming, Package software/Office Applications(c) Customized software(d) Networking(e) E-mail(f) Web-site related

Data Base:(a) Types of Data(b) Volume of Data(c) Available for how many years

Manpower:(a) Trained Professionals (details of training)(b) Computer-skilled manpower ratio(c) Usage of computer facilities

Current Budgetary Provision:(a) Hardware related(b) Software related(c) Computer accessories

PLAN OVER NEXT FIVE YEARS(a) Hardware related(b) Software related(c) Training related

Total cost over the five year plan period with detail breakdown Total IT cost as a proportion of total current expenditure of the ministry Estimated user cost (incurred by client) of services provided by ministry

The results of the above questionnaire survey will provide us with a comprehensive of state of status of E-Government in Bangladesh and which would assist the authority to embark on a feasible action plan to operationalized different aspects of the E-Government mentioned above.


Action Plan for a Workable E-Government

It is envisaged that following pre-conditions must be fulfilled for transforming present government practices to E-government.

Pre-requisites

A declaration by the government stating goals and objectives. Provisioning adequate budget to the implements various tasks under E-Government. Setting up of “working group” for each ministry involving the Bangladesh Computer

Council. Expansion and strengthening the resource capabilities of the Bangladesh Computer

Council adequately and appropriately.

Action Matrix for Bangladesh E-Government

Assuming that above-mentioned pre-conditions are met, we are proposing an action plan to be implemented over five years period for movement to workable E-government from the present practice. Time frame we are proposing is from July 2002 to June 2007 (i.e. consistent with the time frame of next 6th five-year plan). Implementable time frames by activities are shown in below. The shadow boxes indicate proposed time needed to implement the respective components. It is expected that the once the component is completed the component will be a part of E-government and the operation will continue through the “electronic”.

Computerization of data, forms, circulars, manual etc. in most cases will take 3 to 4 years12. However, this will be implemented in a phase wise manner such that 25 percent (or a calculated proportion of total items to be computerized) of the total task is completed is of the specific year and the whole task is implemented in the terminal year of the plan.

12 Circulars, manuals, centralized file services will be implemented in a manner that these ensure interactive features. Instead of paying the cost of forms/manuals etc. (or earnest money for tender documents) at the time of purchase, under E-Government, payment will be made at the time of submission via debit or credit card facilities. This provision will encourage new bidders to bid for government tender and hence improve utilization of government resources.


Box 7: Proposed Five-Year Action Matrix for a Workable E-government

Year 1Year 1 Year 2Year 2 Year 3Year 3 Year 4Year 4 Year 5Year 5

Harmonization/Installation of HardwareHarmonization/Installation of Hardware Personal ComputersPersonal Computers ScannersScanners PrintersPrinters PlottersPlotters CD-RomCD-Rom Fax-ModemFax-Modem UPSUPS CD-WritersCD-Writers Tape Back Up UnitsTape Back Up Units Net-Working Net-Working E-mail/InternetE-mail/Internet Address of Government AgenciesAddress of Government Agencies Personalized E-mail addressPersonalized E-mail addressWeb-siteWeb-site General Description with addressGeneral Description with address Functions of the ministriesFunctions of the ministries Organongram and level of decentralizationOrganongram and level of decentralization Availability of services at central and Availability of services at central and

decentralized locations decentralized locations Tariff values of using services (where Tariff values of using services (where

applicable)applicable) Instruction/manual to avail services Instruction/manual to avail services

effectively and with least cost effectively and with least cost All policies of GoBAll policies of GoB All manuals/instructionsAll manuals/instructions Various circular issued from GoB/MinistryVarious circular issued from GoB/Ministry Forms Forms Monthly physical & financial progress of Monthly physical & financial progress of

development projectsdevelopment projects Aid MemoirAid Memoir Loan AgreementLoan Agreement Lists of Book/Reports/Documents Lists of Book/Reports/Documents Advertisements for AppointmentsAdvertisements for Appointments Advertisements for tendersAdvertisements for tenders Transfers and PostingTransfers and Posting NewsletterNewsletter Decisions of the important meetings Decisions of the important meetings

(subject to secrecy of the decisions) etc.(subject to secrecy of the decisions) etc. Decisions of monthly co-ordination Decisions of monthly co-ordination

meetingmeeting Daily Attendance of Officer’ s and staff Daily Attendance of Officer’ s and staff

under individual controlling officer under individual controlling officer Daily Programme of Individual officer in Daily Programme of Individual officer in

the Web site Notice Boardthe Web site Notice Board Meeting noticeMeeting notice


Year 1Year 1 Year 2Year 2 Year 3Year 3 Year 4Year 4 Year 5Year 5Centralized Filing SystemCentralized Filing SystemTrainingTraining BasicBasic Internet UseInternet Use Web-site UseWeb-site Use Centralized File MovementsCentralized File MovementsNational Data BankNational Data Bank CreationCreation ExpansionExpansionData BaseData Base Conversion (from different format Conversion (from different format

than)than) New InputNew InputLegal IssuesLegal Issues Formation of Steering GroupFormation of Steering Group Recommendation of GroupsRecommendation of Groups Abolition of laws hindering IT progress Abolition of laws hindering IT progress Electronic government Act.Electronic government Act. Computer crimes Act.Computer crimes Act. Protection of privacy, security and Protection of privacy, security and

confidentiality.confidentiality. Multimedia convergence Act Multimedia convergence Act Digital Signature ActDigital Signature Act Admissibility of electronic records Admissibility of electronic records

administrative/court proceedingsadministrative/court proceedings Cyber ActCyber Act


Role of Bangladesh Computer Council (BCC)

Bangladesh Computer Council (BCC) was created in 1990 under an Act # 09 passed in Bangladesh Jatiya Sangsad. The Computer Council was entrusted with the following functions (reference Item 6 of the Act):

(1) to encourage the use of Computer and Information Technology (CIT) for the socio-economic development of the country;

(2) to formulate and implement national strategic policies and plans on CIT and help developing infrastructural facilities for the introduction of CIT in Bangladesh and promote professional efficiency in the field of computer education and training;

(3) to help build-up Bangladeshi nationals to compete in the growing CIT industry in the international market;

(4) to encourage in developing human resources in the field of CIT and organize manpower export in the international market;

(5) to formulate and implement national strategies and policies related to CIT;(6) to collaborate and co-operate with the Government and other organization and

advise them for attaining the national CIT objectives; (7) to advise and encourage the Government and other organization in using

Computers and Information Technology;(8) to advise organizations concerned regarding security measures to be adopted for

using CIT;(9) to organize, equip and maintain Computer Training Institutes, Libraries and

Laboratories for the overall development of CIT;(10) to collect, analyze, and publicize information related to CIT;(11) to collect, print and publish reports, periodicals, papers on CIT and related

subjects;(12) to organize workshops, seminars, training on subjects related to Computers and

Information Technology;(13) to give grants to initiate or conduct research, study, or training on subjects

related to CIT;(14) to collaborate and co-operate with the concerned Government organization,

private sector organization, local and foreign bodies for attaining the national CIT objectives;

(15) subject to the approval of the government, to enter into any contract or agreement of any kind with foreign firms for the purposes of the Council;

(16) to discharge any other function assigned or delegated to it by the government from time to time;

(17) to develop specifications and standards for the CIT industry at a national level; and

(18) to do such other acts and things as may be necessary to be done in connection with; or conductive to, the performance of the aforesaid function.


The Bangladesh Computer Council could never attain these above-mentioned functions for lack of proper manpower and budgetary constraints. Current position of the manpower in Bangladesh Computer Council is as follows:

Table 3: Current manpower status of Bangladesh Computer Council

Post Total No. of Post Filled Vacant1 Executive Director 1 1 02 Deputy Director 2 1 13 Secretary 1 1 04 Senior Systems Analyst 1 1 05 Operations Manager 1 1 05 Systems Analyst 3 2 1 6 Senior Programmer 1 1 07 Assistant Director 1 1 08 Programmer 6 0 69 Hardware Engineer 1 1 010 Librarian cum Publication Officer 1 0 1

TOTAL (Technical / Administrative) 19 9 911 Other Staff 24 21 3

TOTAL MANPOWER 43 30 12

Current annual allocation for the Bangladesh Computer Council is Taka 80 lakh whereas the initial budget at the time of the formation of the council was 100 lakh. The reduction in budget and pay scale revisions by the government, increase in electricity and fuel cost, rent for office space etc. leaves meager budgetary allocation for conducting activities related to the functions laid out in the Act. of the Bangladesh Computer Council.

E-Governance and Role of Bangladesh Computer Council

For successful implementation of activities laid out in E-Government action plan BCC may be made the focal pint. Even though, BCC will use the infrastructure developed under the project “Development of Infrastructure of IT Applications13” in this purpose, the resource capabilities of BCC must be expanded adequately and appropriately for their effective contribution. More specifically, investment should be made in upgrading the existing network and manpower of BCC for rendering effective support services in the area of hardware maintenance and developing applications for E-Government. The services of BCC or a government owned company is required for hardware and other requisite support to ensure confidential documents/information inside a computer such that these are not leaked out during implementation and maintenance. The strengthening of BCC will also ensure availability of technical service from centralized pool of experts and ensure proper utilization of scarce human resources in this area.

13 Prime Minister’s Secretariat and few other government offices have already been connected to broadband Internet through cable network under an arrangement from this project. The cable network also has the capacity to support the video conferencing amongst the offices. This existing infrastructure will save considerable amount of investment in hardware and infrastructure for implementing e-governance in Bangladesh.


The following table gives an idea of the manpower requirement of BCC for supporting E-Government activities.

Table 4: Required manpower in Bangladesh Computer Council

Post Total No. of Post

Comments

1 Executive Director 12 Deputy Director 23 Secretary 14 Senior Systems Analyst 15 Operations Manager 15 Systems Analyst 5 Required for the areas of Web Content Development,

Testing, Application Development, Database management and administration

6 Senior Programmer 5 Required for the areas of Web Content Development, Testing, Application Development,

7 Assistant Director 18 Programmer 10 Required for the areas of Web Content Development,

Testing, Application Development9 Hardware Engineer 10 Required for support and maintenance of the equipment

and network10

Assistant Hardware Engineer

20 Required for support and maintenance of the equipment and network of different ministries/govt. departments

11

Assistant Programmer 20 Required for the areas of Web Content Development, Testing, Application Development for the ministries and government

10

Librarian cum Publication Officer

1

TOTAL (Technical / Administrative)

78

11

Other Staff 24

TOTAL MANPOWER 102

The deployment of IT is essentially a capital-intensive affair. The desire for deploying IT for governance and ensuring transparency will require the political commitment as well as budgetary allocation. To ensure the deployment of E-Government the expansion of Bangladesh Computer Council will also require additional floor space of around 20000 sqft to accommodate development laboratory and seating arrangement for the extra manpower. This space will be available in the under-construction building of the BCC but meanwhile this space could be provided in a rented building. The current annual budget of Bangladesh Computer Council could be increased to Taka 300 lakh from the current meager Taka 80 lakh per annum for setting up facilities for supporting E-Government.


E-Government: Bangladesh Action Plan

IT IN GOVERNMENT: PAKISTAN

GoalTo promote the widespread use of IT applications in Government, organizations and departments for efficiency improvement and transparency in functions and service provision and to organize and facilitate access to public information.

Structure IT Division at the Federal Government level IT Department at the Provincial Government level Provision for IT Commission.

BudgetAn expenditure head for IT services shall be created in the budget books (not less than 5% of the budget), for developing IT infrastructure and conducting training at all levels in the Government.

Working GroupsWorking groups shall be formed to create awareness in all Government organizations about the utility of computers and IT.

Evaluation of PerformanceEvaluation of the performance of ministries in simplification of work methodology for the general public.

IT Literacy Requirement for Government EmploymentIT literacy to make requirement for all future Government employment. IT knowledge and utilization to be included in the ACR.

Introduction of Internet and Internet-e-mail and other Based File SystemFor inter-office communication, Internet, Internet-e-mail to be used, physical file to be replaced by computer based file system.

Other Actions IT department shall pre-qualify private firms for ensuring relevant supply to Government. Selection of networking operators for Government projects will be done on competition

basis. National database of economic activities shall be prepared to provide facts for different

policies framed by the Government. Database to be made available to public as per law. Representation from private sector and the Provincial Government shall continue in the IT

Commission.

LegislationMinistry of Law, Justice and Parliamentary Affairs should frame legislation based on the recommendation of Steering group. Action on the following areas should be considered on a priority basis for introducing IT in Government. Digital Signature Act: To recognize digital Ids, signature certificates and electronic

authentification and verification. Computer Crimes Act Multimedia Convergence Act Protection of privacy, security and confidentiality Admissibility of copies of electronic records in an administrative or Court proceedings. Electronic Government Act Review of existing laws to remove any contradictions that may hinder the implementation of IT program

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E-Government: Bangladesh Action Plan

IT IN GOVERNMENT: INDIAPreparation of a Five-Year PlanEach Department/Agency in the Central and State Governments shall be required to prepare a Five Year Plan.Budget1-3% of the budget of every Ministry/Department shall be earmarked for applying IT. Re-appropriation of the department’s budget for the IT sub-budget head shall be within the delegated powers of the Head of the Department.NIC and TSONIC and TSO shall establish Framework Contracts with reputed IT suppliers for relevant supply of Government to reach the lower cost benefit.‘Government Online’ ProjectIndia shall participate in internet oral projects like ‘Government Online’ project of G-8 countries for global experience.Central Depository of DataSetting up a central depository of data in Government with the NIC & make it available through NicNET.Ministry of DefenseData policy to be framed and notified by the Ministry of Defense.National Inventory A Computerized National Inventory of training to be maintained. A computerized inventory of Government best practices for electronic access shall be

maintained.IT Literacy IT literacy as an essential requirement for all future Government and public sector

employment. Contribution to IT to be included in ACR From.National and State InstituteA National Institute of smart Government shall be setup to focus on all issues concerning IT supported Governance. State Institute of Public Administration shall try to make state Government to IT.Government floor space for private institutionsGovernment’s floor space to be given (during non-office hours) to private education institutions for IT training in return for a free training of Government employees.Data Security System And Cyber Laws National Computerized Record Security Document shall be prepared for enforcing security

requirements. An information security agency shall be set up at the national level to play the role of cyber

Cop. A National Policy on Information Security, Privacy and data protection Act computerized data

handling shall be formed. Cyber information shall be addressed within the legal framework. The Defense establishment shall suitably transfer the cryptology and cyber security

knowledge and experience to the civilian security agencies to increase information security. After two months record shall be kept only in the Electronic/Magnetic/Optical media in place

of proper form. The Indian Telegraph Act of 1885, The Indian Post Office Act of 1888 and the Indian

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